Personal Assistant to the MD at FAE LTD

  • Lagos


Job Description/Requirements

Personal Assistant to the MD


  • Complete a wide variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, planning, coordinating, and ensuring the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
  • Composing and preparing correspondence; monitors and responding to emails; researches required information or background on organizations and individuals.
  • Sets up meeting files, schedules meetings, sets meeting agendas, sets location, time, and appropriate duration, identifies, invites, and confirms participants, and facility arrangements where required.
  • Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the CEO in determining the appropriate course of action, referral or response.
  • Provide a bridge for clear communication and maintain credibility, trust, and support between the office of the Managing Director and staff.
  • Work closely and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the internal and external environments and keeping the CEO updated.
  • Draft acknowledgment and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to lead the organization effectively. Prioritize conflicting needs; handle all matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Manage the Managing Director’s office ensuring the proper documentation and record-keeping on behalf of the CEO.
  • Filter general information, queries, phone calls, and invitations to the MD by redirecting or taking forward such contact as appropriate.
  • Occasionally traveling with Managing Director to take notes or dictation at meetings or to provide general assistance during business trips.
  • Deputizing for the Managing Director, making decisions, and delegating work to others in his absence.
  • Ensure the Managing Director is fully briefed on, or prepared for engagements he is involved in.
  • The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.
  • A good university degree.
  • Minimum of 6 years of relevant experience at senior level in a well-structured organization.
  • This position will be of key importance within the organization and the successful candidate must have previous experience in a fast-paced customer-facing environment. The job holder will need extensive knowledge of the organization, including the company’s aims and objectives.
  • The Managing Director will rely heavily on the jobholder, trusting that work will be handled effectively and efficiently in his absence. Discretion and confidentiality are therefore essential attributes of this role.
  • Excellent written, verbal, and non-verbal communication skills.
  • Proficiency with applications such as Word, Excel, and PowerPoint
  • High understanding of Dignity and Diversity in the workplace
  • A good deal of common sense, etiquette, and an ability to think on one’s feet


  • Excellent typing skills, speed, and accuracy essential
  • Good computer literacy (MS Office, Excel, PowerPoint)
  • Excellent organizational skills
  • Excellent communication skills, both verbal and written
  • Professional telephone manner
  • Proven ability to work under pressure and to tight deadlines
  • Bright, confident personality
  • Well presented
  • Highly personable
  • Flexible and mature approach with the ability to work unsupervised
  • Willing to travel

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Personal Assistant to the MD at FAE LTD
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